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Enhancing In-Transit Control System: Issues and Future Directions

This overview addresses the current operations of the In-Transit Control System, highlighting significant points, disconnects, and the overall status of the program. It identifies key challenges such as receipt backlog, pilferable items, and rigid processing timeframes, which hinder effective management of property disposal. Future initiatives and recommended changes aim to streamline processes, enhance compliance, and improve tracking systems. The goal is to facilitate better management of in-transit assets, ultimately reducing losses and ensuring more efficient transaction processing.

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Enhancing In-Transit Control System: Issues and Future Directions

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  1. DRMS STUDY PERIOD #13 INTRANSIT CONTROL SYSTEM

  2. OVERVIEW • INTRANSIT PROCESS • HOW CURRENT SYSTEM WORKS • SIGNIFICANT POINTS • DISCONNECTS • SCOPING THE PROBLEM • CURRENT STATUS • FUTURE INITIATIVES • SUMMARY

  3. CURRENT SYSTEM DIC FTE /FTG FORWARDED THRU DAAS TO ICP/IMM DIC FTC USED FOR CANCELLATIONS DIC FTR DIRECTS TO DRMO SUSPENSE FILE GENERATED SHOULD NOT CONTAIN SUFFIX ON DD FORM 1348-1A DIC AS3 TO HQ DRMS&DRMO PMR DRMO XR1/XR3/CLR INPUT TO DAISY CAUSES MATCH SUSPENSE CLOSES DRMO XR1/XR3 INPUT TO DAISY CAUSES NO-MATCH FOLLOW-UPS SENT 21 DAYS CONUS AND OS AS3 GENERATED NO XR1/XR3 INPUT FOLLOW-UPS SENT 60 DAYS CONUS 90 DAYS OS

  4. SIGNIFICANT POINTS • ICS forwards follow-ups to generating activities based on time frames established by DoD 4000.25-1-M, MILSTRIP Manual • Suspense records are maintained on a computer located in Columbus, OH for one year then be moved to a history file for 2 years • The ICS processes a quarterly In-transit Report which is available to the service/agency MILSTRIP focal points and the DoD MILSTRIP system administrator • Special extract reports are available upon request • The programming for ICS is separate from DAISY, but the Notice of Receipt Refusal or Clear (CLR) transaction is input through DAISY • As part of the In-transit program DRMOs are required to input a “CLR” transaction when the turn-in of usable property, excluding Military Assistance Property (MAP), is refused • DRMOs should prepare a DRMS Form 917, Property Disposal Reject/Advice, in two copies. The first copy of the DRMS Form 917 goes to the generator, the second copy becomes the source document for input of a CLR transaction

  5. ICS NOT USED 23% RECEIPTS - NO CORRESPONDING SHIPMENT CONFIRMATIONS 8% SHIPMENT CONFIRMATIONS - NO CORRESPONDING RECEIPTS SYSTEM NOT FLEXIBLE RIGID TIMEFRAMES INTRANSIT TRIGGERED BEFORE PROPERTY RELEASED LSNS 40-45% DATA OMITTED SYSTEMS DON’T RECOGNIZE ALL CONFIGURATIONS CAUSATIVE RESEARCH NOT PERFORMED/CONSUMES MANPOWER NAVY AND AF SPECIFICALLY REQUESTED NOT TO RECEIVE REPORTS - 1994 DLA DIRECTED REPORTING REQUIREMENTS TO STOP - 1994 DRMS ISSUES BATCHLOT ERRORS DRMO BACKLOGS NO AGENCY DESIGNATED AS PROGRAM MANAGER INTRANSIT PROCESS DISCONNECTS

  6. GAO FINDINGS FY 98 VALUE OF PROPERTY NOT RECEIVED BY DISPOSAL OFFICES $2.7B ACQ VALUE 13% ACQ VALUE APR 97-MAR 98 REVIEW OF PROPERTY TYPE NOT RECEIVED BY DISPOSAL OFFICES $1.8B ACQ VALUE 48% OF SHIPMENTS WERE IDENTIFIED AS PILFERABLE/MILITARY SENSITIVE ( 11% OF ITEMS) PROCEDURES NOT FOLLOWED PILFERABLE CODED ITEMS WERE BATCHLOTTED CAUSATIVE RESEARCH RECEIPT BACKLOG MAY CONTRIBUTE SCOPING THE PROBLEM

  7. CURRENT STATUS • DOD • HAS INTERAGENCY PROCESS ACTION TEAM (IPT) LOOKING AT OVERALL INTRANSIT TRACKING PROGRAM • DRMS • STRESSED THAT PILFERABLE/SENSITIVE ITEMS MAY NOT BE PLACED IN BATCHLOTS - OCT AND DEC 98 • ADDED AS REVIEW ITEM ON COMPLIANCE ASSISTANCE VISITS • SUBSEQUENTLY RECEIVED WAIVER AND PUBLISHED GUIDANCE TO ALLOW DRMO DETERMINATION OF PILFERABILITY BASED ON CONDITION/AGE/COST -JAN 99 • PROVIDES CUSTOMER ASSISTANCE AS NEEDED

  8. INITIATIVES • SHORT TERM FIX - ICS EDITS • Change edits so that the comparisons are done on the FSC vs the NSN, thus eliminating the LSN mismatches • Change follow-up time frames to allow more processing time for backlogs; i.e. first follow-up after 90 days; second follow-up 30 days • Change edit to generate first follow-up with code 36 (receipt with no AS3), closes transaction with no further processing required • Edit for quantity discrepancies between receipts and AS3 will be deleted • SHORT TERM FIX - DAASC EDITS • Reject for • DoDAAC is invalid • Invalid FSCs • Quantities of zero or blank • Unit price if LSN or blank (get unit price from FLIS for NSN if available) • LONG TERM FIX • Implement electronic transfer across the board • Utilize tracking system similar to UPS/FEDEX for property movement

  9. SUMMARY • RCP AND FUTURE WWW INTERACTIVE CAPABILITIES REPLACE DISPOSAL PORTION OF INTRANSIT CONTROL • DOD POLICY CHANGED TO ALLOW DRMOs TO DETERMINE PILFERABILITY OF COMMON USE ITEMS FOR BATCHLOTTING PURPOSES • PURSUE GENERATING ACTIVITY COMPLIANCE • CONTINUE DRMS EMPHASIS ON PROCEDURAL COMPLIANCE

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